Overview of The Wisconsin PROMISE Program Procedure Manual
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Transcript of Overview of The Wisconsin PROMISE Program Procedure Manual
Overview of The Wisconsin PROMISE Program
Procedure Manual
February 13, 2014
● Your manual describes the recruitment, enrollment, and random assignment process for Wisconsin PROMISE
● Your manual has been customized for your program specific processes
● Each manual includes materials that might be useful for the recruitment, enrollment, and random assignment processes as well as materials that Wisconsin PROMISE has already developed
Overview of Manual
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● Study Overview● Research Procedures● Verifying Group Assignment● Data Security Procedures● Resources and Support for Study Enrollment● Other Evaluation Activities
Overview of the Presentation
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I. Study Overview
● A joint initiative of the U.S. Departments of Education (ED), Health and Human Services, and Labor, and the Social Security Administration (SSA)
● Objectives – Immediate: Improve the provision and coordination of
services for youth ages 14-16 receiving Supplemental Security Income (SSI) and their families
– Long-term: Improve educational attainment and employment outcomes and reduce reliance on SSI
Promoting Readiness of Minors in Supplemental Security Income (PROMISE)
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● Six PROMISE programs– Funded by ED for five years
● Recruit and enroll at least 2,000 youth and their families over a two-year period– Half will be in the program group that will receive
PROMISE services and half will be in the usual services group
● Mathematica provides technical assistance around recruitment, enrollment, and random assignment
Promoting Readiness of Minors in Supplemental Security Income (PROMISE)
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II. Research Procedures
Step 4: Program staff notify youth and family of group assignment and eligible services
Step 3: Program staff enter data into RAS and youth is randomly assigned to a study group
Step 2: Youth and family complete consent form in its entirety and program staff review for completeness
Step 1: Program staff conduct recruitment and outreach efforts of eligible youth
Four Key Study Enrollment Steps
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Research Procedures
Step 1: Conduct Outreach and Recruitment Targeted to Eligible Youth
● 1.1 Wisconsin PROMISE recruitment approach– Direct mailings of recruitment packets will come from the
University of Wisconsin Research Team▪ Recruitment packets include an outreach letter, consent form,
paper intake form, PROMISE Intake Attendant (PIA) contact information, pre-addressed and pre-stamped return envelope.
– Other avenues of outreach:▪ Print advertisements- newspapers and magazines▪ Electronic advertisements- e-mail, social media, websites▪ Out of home advertisements- billboards, flyers▪ Multi-media advertisements- radio, TV, cinema, mobile▪ Outreach from existing programs and schools
Step 1: Conduct Recruitment and Outreach Efforts of Eligible Youth
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Step 1: Conduct Recruitment and Outreach Efforts of Eligible Youth
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● Study rationale ● Sponsors and program objectives● Location of PROMISE programs● Study objectives● Research design● Research activities for Mathematica● Research activities for PROMISE programs● Study schedule● Study contacts
Appendix A: External Project Description
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● Overview of PROMISE● Role of National Evaluator● Research Questions● Evaluation Design and Activities● Analyses and Reports● Timeframe● Stakeholder Roles
Appendix B:Study Summary PowerPoint Presentation
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Appendix C:Wisconsin Outreach Letter
Introduces Wisconsin PROMISE as part of a federal program to learn how to help youth with disabilities meet their school and work goals
Explains how to be included in the study
Includes contact information for the PIA.
Provides contact information for the project PI
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● 1.2 Develop the Means to Track Outreach Efforts– Wisconsin recruitment and outreach activities will
be recorded by Research Specialists from the University of Wisconsin Research Team.
– The eligible youth list will be sorted and prioritized for recruitment purposes based on:
▪ Age (statewide): youth 16.5 to 16.75 years old, statewide, will be prioritized for the first round of recruitment mailings
▪ Geographic (Milwaukee): zip code 53215
Step 1: Conduct Recruitment and Outreach Efforts of Eligible Youth
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● 1.2 Develop the Means to Track Outreach Efforts– Recruitment and outreach activities will be tracked
in excel and will track:▪ Date enrollment package was sent to eligible individual▪ Date the 6 and 12 week follow up mailings were sent (if
enrollment materials are not received within 6 weeks of the initial mailing date
▪ Date enrollment materials are received by Research Specialists
▪ Completeness of enrollment materials; follow-up with participants/family via phone may be required.
▪ Record which PROMISE Intake Coordinator (PIC) assisted participant with enrollment materials, if applicable, based on the individualized PIC return address mailing labels.
Step 1: Conduct Recruitment and Outreach Efforts of Eligible Youth
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Step 1: Conduct Recruitment and Outreach Efforts of Eligible Youth
PROMISE Administrative Recruitment & Enrollment Tracking System
Eligible Individual/Participant Information
Last
Name
First
NameAge
Mailing
AddressCity
Zip
Code
Date
Enrollment
Package
Sent
Date 6
Week
Follow-
Up Sent
Date 12
Week
Follow-Up
Sent
Date
Enrollment
Materials
Received
at SVRI
PIC
Name
Date of
Phone
Follow-Up
w/
Participant
T
or
C
Date
Group
Assign.
Letter
Sent
Gift
Card
Date
Participant
Data
Entered in
InfoPath
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● 1.3 Use the SSI lists to recruit participants– Initial lists will be processed by Mathematica in February 2014
and will be released by SSA to Wisconsin PROMISE once the MOU between SSA and the program has been finalized
– Youth on the SSI lists will have unique study ID numbers, assigned by Mathematica
▪ Social Security numbers (SSNs) will not be provided
– Lists will be transmitted securely from SSA to Wisconsin PROMISE programs
Step 1: Conduct Recruitment and Outreach Efforts of Eligible Youth
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Appendix F:SSA Data Flow Diagram
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Appendix G:Key Fields Included in the SSA Lists
- Study ID- Youth date of birth- Youth sex- Youth name- Youth telephone
number- Spoken language
preference- Disability name- First and last date
age eligible
- Mailing address for the youth
- Name and contact information for the Representative Payee
- Residential address if the youth and the representative payee do not live together
● SSI lists will include the following data fields:
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● 1.3a Community Outreach, Recruitment, and Enrollment Procedure– PICs and Research Specialists will attend community
outreach events– PICs will identify a private area where enrollment can be
completed▪ Research Specialists will check the Random Assignment
System (RAS) to determine PROMISE eligibility
– Youth may complete the enrollment form:▪ On site with or without assistance from the PIC▪ Independently at a later time
Step 1: Conduct Recruitment and Outreach Efforts of Eligible Youth
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● 1.3b Correct undeliverable addresses– SSA lists will be matched with Medicaid records to
provide most up to date addresses– We also recommend:
▪ Communicating with schools to verify SSA addresses▪ Searching records from other participating partners
– Other Resources:▪ People Finder- free searches based on a person’s name,
age, address, and/or phone number▪ Accurint- in-depth searches for specific individuals, batch
searches based on a list of names, historical mailing and phone numbers, deceased indicators, reverse phone searches, and social network searches
Step 1: Conduct Recruitment and Outreach Efforts of Eligible Youth
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● 1.4a Using updated SSI lists of eligible youth– Updated lists of PROMISE-eligible youth will be
provided in July 2014, January 2015, and July 2015– The updated lists will reflect changes such as:
▪ Youth entering or exiting the eligible age range▪ Moving into or out of the designated PROMISE
service delivery areas▪ Beginning or ending the receipt of SSI
Step 1: Conduct Recruitment and Outreach Efforts of Eligible Youth
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● 1.4a Using Updated SSI Lists (continued)
Step 1: Conduct Recruitment and Outreach Efforts of Eligible Youth
Status Code Definition Action(s) to Be Taken
1 Eligible, not enrolled Begin or continue recruitment efforts
2 Ineligible, not enrolled Cease or do not begin recruitment efforts
3 Enrolled Continue to deliver services, update contact information if necessary
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● 1.4a Using Updated SSI Lists (continued)– I will be in touch as you approach and meet your
enrollment target of 2,000 youth– Wisconsin PROMISE will not provide PROMISE services to
additional youth after the enrollment target has been met. ▪ Any remaining PROMISE eligible youth will receive the usually
available services.
Step 1: Conduct Recruitment and Outreach Efforts of Eligible Youth
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● 1.4b PROMISE program youth who move during the study period– Move to another Service Delivery Area:
▪ Provide information for program staff in the new service delivery area
▪ Contact your counterpart in the new service delivery area to inform them that a program group youth will soon be entering the area
– Move to a non-service delivery area but can either manage the logistics or participate in services remotely, so they can continue to receive PROMISE services
Step 1: Outreach and Recruitment
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● Recapping Step 1– Outreach activities include direct mailings and other
strategies such as newsletters and social networking– Tracking outreach efforts through Excel– SSA will be providing lists of eligible PROMISE youth to
Wisconsin PROMISE – Lists will be updated to reflect changes such as youth moving
in or out of the service delivery area, youth aging in or out of the eligible age range, and youth who begin or end SSI receipt
– You should make efforts to continue service delivery to youth who move to another program area and you should determine procedures for dealing with youth who move out of the service delivery area.
Step 1: Outreach and Recruitment
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Research Procedures
Step 2: Youth and parent/guardian complete consent and intake forms;
program staff review for completeness
● 2.1 Obtain Youth and Parent/Guardian Consent– Consent and intake forms completed at home
▪ Once the consent and intake forms have been completed, youth will mail their forms to the University Research Team. Research Specialists will enter the consent form information into the RAS and begin random assignment
▪ Youth may contact the PROMISE Intake Attendant for additional information
– Consent and intake forms completed in person▪ PICs may administer the form ▪ Youth may decide to take the form home to complete
Step 2: Complete and Review Consent and Intake Form
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● What: A new federal program to help with school and work goals
● Who: Youth 14-16 who receive SSI and their families● Why: Learn what services are best at helping meet these
goals● $30 incentive and $10 for each phone interview● Study group assignment● Privacy● Risks● Choice● Right to leave
Appendix H: Wisconsin Consent Form
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● Collects additional information on youth and family including:
Appendix I and J: Intake Form and Intake Form Instructions
- Number of people in the household
- The living arrangement- Primary language spoken at
home- Annual household income- Household Public Assistance- Race/ethnicity- Gender- Educational attainment and services
- Employment history and
future prospects- Health status and primary disability
- Parent expectations for youth-Name, Date of birth, and Social Security Number for other household members over 15 years old
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Step 2: Complete and Review Consent and Intake Form
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● Addresses questions about:– General aspects of the national evaluation– PROMISE study groups and group assignment
process– Consent form– National evaluation surveys
Appendix K: Questions and Answers about the PROMISE Evaluation
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● 2.1a Withdrawing from the program– If a youth or parent/guardian consents and later
decides that they no longer want to participate▪ They must submit a written letter the program
director▪ At that time, Mathematica and the PROMISE
program will cease attempts to contact the youth to participate in data collection
Step 2: Complete and Review Consent and Intake Form
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● 2.1b Refusal to Provide Consent– If a parent/guardian or youth do not consent:
▪ Inform them that they may access only usually available services
▪ If they change their mind, they may complete the state consent form and be assigned to a study group at that time.
Step 2: Complete and Review Consent and Intake Form
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● 2.1c Outcome Based Payments for Enrollment– PICs will receive a $60 incentive for each youth they
successfully enroll into PROMISE. ▪ They will also receive reimbursement for travel costs if
travel exceeds 100 miles.– PICs will have unique return labels which will be used
to track how many youth each PIC enrolls
Step 2: Complete and Review Consent and Intake Form
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● 2.2 Review the forms to ensure they are completely and correctly filled out– Obtain any missing information from the youth and
family– Enrollment and random assignment cannot occur if key
information is missing from the consent form
Step 2: Complete and Review Consent and Intake Form
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● Recapping Step 2– Youth and parental consent is required for PROMISE
participation– Wisconsin has created its own consent and intake forms– Wisconsin has customized a FAQ document to help obtain
consent from youth and their parents/guardians– If youth withdraw from a study, the PROMISE program and
Mathematica will cease contact with the youth– Consent forms should be reviewed for completeness before
advancing to random assignment
Step 2: Complete and Review Consent and Intake Form
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Research Procedures
Step 3: Enter Information Into the RAS and
Randomly Assign Youth
● The PROMISE Random Assignment System (RAS)– Verifies eligibility for PROMISE– Gathers contact information on youth and their
parents/guardians– Conducts automated validation checks on the data
entered – Checks that youth have not previously been
randomly assigned– Conducts random assignment– Produces reports on recruitment and enrollment
progress
Step 3: Enter Information into RAS and Randomly Assign Youth
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● System Security:– Secure password requirements– Multifactor authentication – Session timeouts – 20 minutes and two hours– Data is restricted to specific program and
region, as well as the user account level– All data in the development system is test
data
Step 3: Enter Information into RAS and Randomly Assign Youth
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● 3.1 Log in to the RAS– Create a username and password after receiving an
email invitation from your RAS program administrator– Access the RAS at : https://www.promise-ras.com
Step 3: Enter Information into RAS and Randomly Assign Youth
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● Log in Screen
Step 3: Enter Information into RAS and Randomly Assign Youth
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● Reasons for being kicked out of the RAS:– Entering an incorrect password three times in a row
will lock your account– Not completing the new password and multifactor
authentication within 15 minutes of receiving a password reset email will deactivate your account
● Both of these scenarios will require a password reset by your administrator
Step 3: Enter Information into RAS and Randomly Assign Youth
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● Welcome Page
Step 3: Enter Information into RAS and Randomly Assign Youth
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● Enroll Youth Link
Step 3: Enter Information into RAS and Randomly Assign Youth
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● Eligibility Validation Screen
Step 3: Enter Information into RAS and Randomly Assign Youth
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● Data Entry Page
Step 3: Enter Information into RAS and Randomly Assign Youth
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● 3.2 Enter information from the consent form
Step 3: Enter Information into RAS and Randomly Assign Youth
Required Fields for Random Assignment Optional FieldsYouth Data Fields
Youth first name Youth middle initialYouth last name Youth email addressYouth signature Youth Facebook usernameDate of youth signature Youth Address line 2At least one telephone number for youth
Youth Social Security NumberYouth date of birthYouth genderYouth address line 1Youth city/state/zipRegion
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● 3.2 Enter information from the consent form
Step 3: Enter Information into RAS and Randomly Assign Youth
Required Fields for Random Assignment Optional FieldsParent/Guardian Data Fields
Parent/guardian first name Parent/guardian middle initialParent/guardian last name Parent/guardian email addressParent/guardian signature Parent/guardian Social Security NumberDate of parent/guardian signature Parent/guardian address line 2At least one telephone number for parent/guardianc
Parent/guardian date of birthParent/guardian genderParent/guardian address line 1Parent/guardian city/state/zip
Sibling Data FieldsDoes the youth have a sibling who enrolled in the study at an earlier date (Yes/No)?
[If Yes/No] Sibling’s middle initial
[If Yes] Sibling’s first name [If No] Sibling’s first name[If Yes] Sibling’s last name [If No] Sibling’s last name[If Yes] Sibling’s Social Security Number [If No] Sibling’s Social Security Number[If Yes] Sibling’s date of birth [If No] Sibling’s date of birth
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● Data Entry Page
Step 3: Enter Information into RAS and Randomly Assign Youth
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● Two additional system checks:– Sibling SSN and DOB against previously enrolled
youth (if sibling information is provided)– Parent/guardian SSN and DOB against
parents/guardians of previously enrolled youth (if no sibling information is provided AND parent SSN is included)
Step 3: Enter Information into RAS and Randomly Assign Youth
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● 3.3 Random assignment of youth to program or usual services group– To conduct random assignment, click “Continue to
Random Assignment”– To step away from your computer prior to random
assignment, click “Save Draft”
Step 3: Enter Information into RAS and Randomly Assign Youth
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● Youth Summary Screen
Step 3: Enter Information into RAS and Randomly Assign Youth
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● 3.3 Random assignment of youth to program or usual services group– For assistance, email the RAS Help Desk
– Call 855-776-6443 from 8:00 am to 4:00 pm Eastern Time
– Do NOT include specific youth information in a voice mail message or email message
Step 3: Enter Information into RAS and Randomly Assign Youth
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● 3.4 Updating youth contact information– Youth address and phone number can be updated
in the RAS or state tracking or MIS system▪ If only updating contact information in the state
tracking or MIS system, Mathematica may periodically request updated contact information
– Youth and sibling date of birth and SSN cannot be updated in RAS
▪ Contact RAS Help Desk for assistance if this information needs to be changed during the enrollment period
Step 3: Enter Information into RAS and Randomly Assign Youth
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● Manage My User Information
Step 3: Enter Information into RAS and Randomly Assign Youth
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LIVE RAS DEMONSTRATION
● Prior to entering information into the RAS, identify “wild card” cases– Five wild card exemptions per PROMISE program– Reserved for cases for which staff present compelling
reasons for providing PROMISE services– Obtain approval from the program director or a
representative for the program director▪ Program director should contact RAS Help Desk to
implement a wild card exemption
– Once random assignment occurs, the result cannot be changed
Step 3: Enter Information into RAS and Randomly Assign Youth
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● Recapping Step 3– Security features have been put in place to ensure
proper use of the RAS– The RAS will collect consent form information about
youth, parents/guardians, and siblings ▪ You should confirm that the consent form is completed
in its entirety prior to data entry▪ You should enter as much data as possible
– The RAS will conduct validation checks to:▪ Ensure that the youth was not previously enrolled▪ Assign youth to the same study group as his/her sibling,
if applicable▪ Confirm that all required data is entered correctly
Step 3: Enter Information into RAS and Randomly Assign Youth
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● Recapping Step 3 – The RAS will assign youth to one of two study groups:
▪ PROMISE program group ▪ Usual services group
– Information about the youth case status and study group assignment can be found in the RAS
– Youth and parent contact information can be updated through the “Go to youth information link” at any time after enrollment.
– The RAS Help Desk can provide technical assistance with the system
– Wild cards will be identified before random assignment and should be reserved for compelling cases
Step 3: Enter Information into RAS and Randomly Assign Youth
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Research Procedures
Step 4: Notify the Youth Participant of His or Her Group Assignment
● 4.1 Print Group Assignment Notification Letter– Click on the “Generate Notification Letter” link
▪ Will create a customized PDF document for the applicant with his or her study group assignment
Step 4: Notify the Youth Participant of His or Her Group Assignment
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Appendices L and M: RAS Notification Letters
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● Wisconsin has customized notification letters
● Generic Spanish versions of these letters will be available– We recommend
attaching the generic Spanish version to the customized English letter printed by the RAS
● 4.1a Notify PROMISE program youth– Youth assigned to receive PROMISE services will be
mailed▪ RAS notification letter▪ A gift card▪ Informational brochure on Wisconsin PROMISE
– Youth will be contacted by a DVR Case Coordinator within 1-2 days after random assignment to connect youth to a DVR Case Manager
Step 4: Notify the Youth Participant of His or Her Group Assignment
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● 4.1b Notify Usual Service group youth– Youth assigned to receive the usually available
services will be mailed▪ RAS notification letter▪ A gift card
Step 4: Notify the Youth Participant of His or Her Group Assignment
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● Thank the youth for taking part in the study● Remind the youth that assignment was random● Inform the youth of his/her study group● Describe what services the youth may access based
on the group assignment● Explain how to access PROMISE services or usual
services● Remind the youth of the 18-month survey● Thank the youth again
Appendices N and O: Scripts for Informing a Youth Participant
of His or Her Study Group Assignment
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● 4.2 Handling upset youth or parents/guardians– Use script for speaking with youth who are upset
with assignment to the usual services group (Appendix P)
Step 4: Notify the Youth Participant of His or Her Group Assignment
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● Draw from your own experience and training for how to talk with upset clients
● Use active listening to affirm that you understand the concerns of the youth and parents/guardians
● Reiterate that the assignment was done randomly● Explain that they can still access the usually available
services and provide examples● Offer to connect them to some of those services● Inform them that they may talk with a supervisor if
they are still unhappy
Appendix P: Script for Speaking WithUpset Youth or Parents/Guardians
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● Recapping Step 4– Notification letters will be generated by the RAS
▪ Programs may choose to provide an alternative language form in addition to the official notification
– Wisconsin PROMISE youth will be mailed a notification letter and will receive a phone call from DVR Case Coordinator
– Scripts are provided to assist with notifying participants of their group assignment and for handling upset youth or parents/guardians
Step 4: Notify the Youth Participant of His or Her Group Assignment
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Overview of The Wisconsin PROMISE Program
Procedure Manual
Verify Group Assignment
● It is critical that only program group youth receive PROMISE services
● Deviation from this standard would compromise the reliability of the study’s findings
Verify Group Assignment
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● Check for previous random assignment in the RAS– Enter the youth’s SSN and date of birth in the RAS eligibility
validation
Verify Group Assignment
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● Identify study group status in state MIS system – Research Specialists will enter the participation information
from the intake form and the RAS into the InfoPath site. Research Specialists will ensure that group assignment is entered accurately.
– DVR Consumer Case Coordinators will use the InfoPath site to access a list of treatment group participants who will be entered into the IRIS DVR Referral System and will be tagged as PROMISE participants .
– Case Managers and Case Coordinators can check study group assignment in IRIS.
Verify Group Assignment
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● Mathematica will monitor group assignment integrity– Mathematica will compare study group counts in the RAS to
study group counts from the state MIS
Verify Group Assignment
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Overview of The Wisconsin PROMISE Program
Procedure Manual
Security Procedures for the Evaluation
● PROMISE management and staff must protect the confidentiality of personally identifiable information (PII)– Examples include: name, date of birth, address,
telephone number, Facebook name, and SSN
● Particular attention should be given to security when collecting youth information at community outreach events
Security Procedures
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● Storing and mailing consent forms – You may choose whether to store the consent forms at the
PROMISE offices where they are collected or in one centralized location
– Mailing: ▪ Establish a schedule for sending forms to that location▪ Send the forms via Certified or Registered Mail, UPS, or FedEx
with tracking and receipt confirmation requested. – Storing:
▪ Consent forms should be kept locked up in appropriate storage units, such as locking file cabinets.
▪ Only authorized staff should have access to these storage units, as well.
● Consent forms should be able to be retrieved should a youth or parent/guardian have a question about consent.
Security Procedures
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● Steps to ensure confidentiality: – Store materials with PII out of sight and locked in
appropriate locking storage when not in use– Keep work surfaces and open storage areas clear
of materials containing PII. Never leave paper documents or portable media containing PII unattended
– When displaying PII on your computer, ensure that unauthorized people cannot see the information
– Log out of the RAS and activate a screen saver whenever you leave your computer
Security Procedures
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● Steps to ensure confidentiality (continued):– Do not email PII or include PII in the subject line or
body of emails. Do not attach documents that contain PII.
– Be sure that unauthorized people cannot overhear PII being discussed in person or over the phone
– Report the loss, disclosure, or misuse of PII to your supervisor immediately
Security Procedures
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● Recapping Security Procedures– PII is personally identifiable information such as name, date
of birth, and Social Security Number– It is the responsibility of PROMISE staff to ensure
confidentiality of PII– Security procedures should be put in place for storing and
mailing consent forms– Follow the identified suggestions for maintaining PII security
Security Procedures
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Overview of The Wisconsin PROMISE Program
Procedure Manual
Evaluation Support and Other Research Activities
● Your program’s Evaluation Liaison will:– Gather information to customize procedures– Minimize data collection burden on program staff– Develop plans to address issues that might affect
the ability to evaluate the programs
Resources and Support for Study Enrollment
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● The National Evaluation Team will provide technical assistance on recruitment and enrollment, random assignment, and ongoing data collection via:– Conferences and webinars– Web-based training– In-person training
Resources and Support for Study Enrollment
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● RAS Help Desk– PROMISE program staff may contact the RAS help
desk with questions and concerns– 8:00 am to 4:00 pm Eastern Time, Monday–Friday– [email protected]– 855-776-6443
Resources and Support for Study Enrollment
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● Process Study– Telephone interviews with program directors
▪ Winter 2014
– Site Visits▪ Summer/Fall 2014 and Winter 2016▪ Interviews with state and local staff▪ Observation of program operations▪ Case reviews▪ Focus groups with PROMISE youth and parents
Other Evaluation Activities
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● Impact Analysis– Youth and Parent/Guardian Surveys
▪ 18 months and 5 years after random assignment– State Administrative Data
▪ State Vocational Rehabilitation and Medicaid data▪ Additional state data for future SSA analyses
include Unemployment Insurance benefits, SNAP/TANF benefits, and education outcomes
– Federal Administrative Data▪ Data from IRS and SSA automated records to
capture annual earnings and monthly disability benefit amounts
Other Evaluation Activities
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PROMISE Contacts
ED Point of Contact for PROMISE DemonstrationMarlene [email protected] (202) 245-7525
SSA Point of Contact for PROMISE EvaluationJeffrey [email protected] (410) 597-1815
Mathematica Project Director for PROMISE EvaluationThomas [email protected](202) 484-4698
Wisconsin Site LiaisonRebekah [email protected](609)945-6598
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Wisconsin PROMISE
THANK YOU!
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